1. Welcome to HR Presents February 19, 2014 10:30 am – 12:00 pm Milton Hall (RM 85)

2. WELCOME & INTRODUCTIONS By: Dr. Andrew Peña Assistant Vice President for Human Resource Services

3. STUDENT EMPLOYEES; HIRING & DISCIPLINE/TERMINATION Presented by:Abigail Denham HR Specialist; Employment Patricia Leyba HR Specialist Sr.; Employee & Management Services

4. Student Employees Types of Student Employees –Student Regular –Work Study Student –Co-Op Student –Student Graduate Specialist –Graduate Assistants Advertising - Optional –Departments may advertise position through Career Services “Aggie Career Manager” System STUDENT EMPLOYEES

5. Student Employees Student Regular Processing –EPAF Position Number – 999992 –SW - Student Work study –S7 - PSL Regular Student –S8 - PSL Student Work Study –SR - Student Regular (including Co-Op Student Employment) STUDENT EMPLOYEES

6. Student Employees Approved Titles & Pay Rates –Student Aide $7.50 - $8.80 –Student Assistant $7.63 - $10.92 –Student Co-Op $7.50 - $15.77 –Student Grad Spec $7.50 - $15.77 –Student Server Tipped - $5.00 (Fulton Center/Golf Course; server/beverage cart. Compensation includes earning tips) STUDENT EMPLOYEES

7. Student Employees Graduate Assistant Processing –EPAF Position Numbers –917555 Graduate Teaching Assistants- appropriate title “Teaching Assistant” –917777 Graduate Research Assistants- appropriate title “Research Assistant” –917888 Graduate Assistants- Other- appropriate title “Grad Asst-Other” –967999 Research Assistant PSL- appropriate title “Research Asst- PSL” (restricted to graduate assistantships within the Physical Science Lab) STUDENT EMPLOYEES

8. Student Employees Hiring Toolkits (www.hr.nmsu.edu/toolkits)www.hr.nmsu.edu/toolkits –Student Regular EPAF Manual – Hiring Students EPAF Processing Reference – Hiring Students –Graduate Assistants EPAF Manual – Hiring Non Regular Faculty and Graduate Assistants EPAF Processing Reference - Graduate Assistants Workflow Routing –Originator – Dean/VP – Payroll STUDENT EMPLOYEES

9. Probationary Period –All student employees are employed in a probationary status for the first three (3) months in any new job –During this time the student determines if the position is acceptable and the supervisor determines whether the student is able to perform satisfactorily –A student employee who does not meet the expectations of the supervisor may be terminated without notice or recourse –A student employee may also resign without notice STUDENT EMPLOYEES

10. Due Process Employers are strongly encouraged to consult with Employee & Management Services when considering taking any disciplinary steps Counseling/Coaching –Outline deficiencies –Outline expectations –Give ample time for the employee to correct deficiencies Verbal Warning –Outline deficiencies; ongoing performance/behavioral issues discussed in Counseling/Coaching –Outline impact to others and/or the department –Outline expectations –Give ample time for the employee to correct deficiencies STUDENT EMPLOYEES

11. Due Process continued… Employers are strongly encouraged to consult with Employee & Management Services when considering taking any disciplinary steps Written Warning –Outline deficiencies; ongoing performance/behavioral issues outlined in the verbal warning –Outline impact to others and/or the department –Outline expectations –Explain possible consequences if problems are not corrected –Give ample time for the employee to correct deficiencies Termination –Request for approval should be sent to Employee & Management Services office –Student employee is given a Notice of Termination which explains reasons for termination

12. Terminations Major Categories under which a student employee may be terminated –End of Employment Period All student employees are automatically terminated as of the job end date if specified at the time of hire –Depleted budget Student employees may be terminated when funding for the position has been depleted or eliminated –Failure to meet eligibility Requirements No Longer pursuing a sufficient number of credit hours for the university No longer maintaining the required cumulative GPA Credit hour progression has not been satisfactory Student withdraws from the university entirely Employers are highly encouraged to give notice to student employees when the job is coming to end.

13. Types of Termination Voluntary Termination –Student voluntarily resigns from his/her position –Walks of the job and does not return the next scheduled work day/shift –Is absent for three (3) consecutive scheduled work days without permission or properly notifying the immediate supervisor –Does not return to assigned work that requires attention seven (7) days a week (livestock feeding, continuous research, building supervision) Involuntary Termination –Does not perform in a satisfactory manner –Is found guilty of any violation listed under immediate termination –Does not schedule working hours in accordance with the job announcement under which he/she was hired STUDENT EMPLOYEES

14. Immediate Termination –Gross Misconduct (dishonesty; sleeping on the job; fighting; threatening a supervisor/customer/employee of the university) –Use of Alcohol or Narcotics, or being under the influence while on the job –Insubordination or refusal to accept a valid assignment from a supervisor –Careless, negligent, improper, and/or malicious use of or theft of university property, equipment, funds. This list is not all inclusive and can vary depending on the infraction/issue Types of Termination continued… STUDENT EMPLOYEES

15. HEALTHCARE REFORM Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

16. Healthcare Reform Updates Compliance –Policy compliance: Policy 4.30.10 –Seasonal Employee - Seasonal staff employment is short-term employment performed on a seasonal basis where, ordinarily, the employment pertains to or is exclusively performed during certain seasons or certain periods of the year. –1.0 FTE for max employment period of 3 months. –Waiver Requests – provisions for policy FTE waivers have been included. Waivers should only be requested for unique/rare, unavoidable, justified circumstances. –Look-back/Stability Period Summer hiring impact to fall hires (Temp Fac and GA)

17. Health Care Reform Tool HR0-492 Job History Lookup-past 12 months Report includes the following data: –User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. REPORTS UNDER DEVELOPMENT

18. Reports Under Development HR0-492 Job History Lookup-past 12 months Report includes the following data: –User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. Reports Under Development

19. STAFF POSITION MANAGEMENT CYCLE Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

20. Staff Position Management Cycle Processing Actions –PeopleAdmin - reclassification and new position requests will be completed in PeopleAdmin. The Position Change Request form (PCR) has been discontinued PCR forms submitted to HR Services will be returned –In-Range Adjustment Request Form – requests for in-range adjustments will continue to be submitted utilizing the In-Range Adjustment Request Form –Appeal Process – the appeal process is currently under revision as part of the Compensation Guidelines pilot implementation. POSITION MANAGEMENT CYCLE

21. Staff Position Management Cycle PeopleAdmin Position Management Processing –Proposed Classification –Position Budget Details Incumbent names were not loaded during the implementation of PA 7.6 Funding Details –Job Duties and Responsibilities Job Duties and Responsibilities – this should be a summary of job specific duties and responsibilities which make this position unique Primary Functions of the Position - this should be completed using your own language Working Conditions and Physical Effort POSITION MANAGEMENT CYCLE

22. LEGISLATIVE SESSION UPDATE Presented by: Angela Throneberry, Senior Vice President Administration and Finance

23. CLOSING REMARKS & ADJOURNMENT